Oregon State University letterhead is the official pre-printed stationery used for formal correspondence by OSU faculty, staff, and authorized units. It includes the university’s name, logo, and contact information, and its use is governed by university branding policies to ensure consistency and professionalism.
What Is Official OSU Letterhead?
Official Oregon State University letterhead is a digital or printed template that carries the university’s official wordmark (the “Oregon State University” text logo) and, in most cases, the Beaver head or the university seal. It typically includes the full university name, the address of the primary campus in Corvallis, and sometimes the unit or department name. The letterhead is not just a decorative header; it signals that the correspondence is an official communication from the university. As such, it is reserved for business that represents the institution, such as official offers, contracts, recommendation letters, or formal notices.
OSU’s Brand and Marketing guidelines specify that the wordmark must not be altered, stretched, or recolored. The official colors are Beaver Orange (PMS 1665) and black, though the letterhead may be printed in grayscale for some internal documents. The university provides approved templates for download through its Brand Resources website, which are the only permitted formats for official correspondence.
Who Is Allowed to Use It?
Use of OSU letterhead is restricted to authorized individuals and units. Generally, this includes:
- Faculty and staff conducting university business
- Official student organizations when communicating on behalf of the organization
- Departments, colleges, and administrative offices
- University leadership, such as deans, directors, and the President’s Office
Students are not permitted to use official letterhead for personal communications, such as job applications or personal recommendations, unless they are acting in an official capacity (e.g., as a student government representative). Similarly, emeritus faculty may use letterhead for university-related correspondence, but not for private business. If you are unsure whether your use is appropriate, the OSU Brand Office or your department’s communication lead can advise you.
How to Get and Use the Official Template
OSU provides official letterhead templates in Microsoft Word and Google Docs formats through the Brand Resources website. Here are the steps to access and use them:
- Go to the OSU Brand Resources website (brand.oregonstate.edu).
- Navigate to the “Downloads” or “Templates” section.
- Select the letterhead template that matches your unit (e.g., general university, college-specific, or department-specific).
- Download the file and open it in your word processor.
- Replace the placeholder text in the body with your content, but do not alter the header or footer.
- Print on white 8.5″ x 11″ paper, or save as a PDF for email.
If you need a department-specific letterhead with your unit’s name, you may request one from the Brand Office. They will create a custom template that meets university standards. For digital correspondence, you can also use the official email signature templates, which serve a similar purpose but are not a substitute for letterhead on formal documents.
Common Problems and Misconceptions
A frequent misconception is that any document with the OSU logo qualifies as letterhead. In reality, using the logo without the official template—or altering the template—violates university policy. Another common issue is using outdated letterhead. OSU updated its visual identity in 2014, and old letterhead with the previous logo is no longer considered official. Always check that your template is the current version.
Another problem is mixing personal or non-university content with official letterhead. For example, writing a letter of recommendation for a friend on OSU letterhead when you are not writing in your official capacity is inappropriate. Similarly, using letterhead for political endorsements or personal business is strictly prohibited. If you have questions about a specific use, it is best to ask your supervisor or the Brand Office.
Costs and Printing Options
Printing official letterhead is typically handled by university print services or approved vendors. The cost depends on quantity, paper quality, and whether you use color or grayscale. Many departments have a print budget that covers stationery. For individual faculty, the cost is usually absorbed by their department. If you need a small number of printed sheets, you can print them yourself using the official template, but ensure the paper is high-quality (at least 24 lb bond) and the print is sharp. For large orders, use OSU Printing & Mailing Services to ensure consistency and compliance.
Alternatives to Traditional Letterhead
For many official communications, OSU now uses digital alternatives. The university’s official email system with a standard signature block is acceptable for routine correspondence. For documents like PDFs, you can use the OSU letterhead template as a digital header, which is common for electronic submissions. Additionally, for internal memos, there is a simpler “memo” template that does not include the full letterhead but still carries the OSU wordmark. These alternatives reduce printing costs and are often more convenient for day-to-day communication.
Frequently Asked Questions
Can I use OSU letterhead for a personal recommendation letter?
No, unless you are writing in your official capacity as a faculty or staff member. For example, a professor writing a recommendation for a student’s graduate school application may use letterhead, but a personal reference for a friend’s job application should not use OSU letterhead.
Where can I download the official letterhead template?
The templates are available on the OSU Brand Resources website under the “Downloads” section. You will need to log in with your OSU credentials to access some department-specific templates.
Can I add my department’s logo to the letterhead?
No, you should not add any additional logos or graphics. The official letterhead already includes the university wordmark and, if applicable, your department’s name. Adding extra elements violates brand guidelines.
What should I do if I see outdated letterhead being used?
You can politely inform the user that OSU updated its branding in 2014 and direct them to the Brand Resources website for the current template. If it is a widespread issue, contact the Brand Office.
Is it okay to email a PDF of a letter on OSU letterhead?
Yes, emailing a PDF of an official letter is common and acceptable, provided the document is not altered and the recipient is legitimate. Many official documents, such as offer letters, are sent this way.
Template
OREGON STATE UNIVERSITY
Corvallis, Oregon 97331
[Department/Unit Name]
Date: _________________________
Recipient Name: _________________________
Recipient Address: _________________________
City, State ZIP: _________________________
Dear _________________________,
Body of the letter: ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Sincerely,
_________________________
Name
Title
Sample (fictional): Date: June 1, 2025. Recipient: Dr. Jane Smith, 123 Main St, Portland, OR 97201. Dear Dr. Smith, Thank you for your interest in our program. We are pleased to offer you a position… Sincerely, John Doe, Director of Admissions.